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Buses

Departments should contact Procurement Services at least one month in advance of the anticipated trip. Procurement Services will solicit bids and report the results to the requesting department. Purchasing will issue a purchase order from the original requisition to the successful bidder. Procurement Services will request a requisition once the bid process is completed and a purchase order will be processed.

The safety of University students, faculty, staff, and the public is a central concern of this University. The policy which governs the use of motor vehicles used on official University of Nebraska business by students, faculty and staff is designed to support safe, prudent use of vehicles. 

Authorized Drivers

The following individuals may qualify as authorized vehicle operators –see authorized driver requirements below.

1.  Members of the Board of Regents
2.  Employees (faculty and staff) and emeriti faculty of the University of Nebraska
3. University of Nebraska students not included in the list above who are University of Nebraska students traveling on official University business as designated by the Chancellor’s Office, campus/college Dean or Director.

Authorized Passengers

The following individuals qualify as authorized passengers in university owned vehicles.

• Employees and emeriti staff members of the University of Nebraska.
• Members of the Board of Regents.
• Members of an official university committee approved by the chancellor’s office to travel on university business.
• Individuals on special assignment who have received approval from a dean/director or higher
• Transport of other officers, employees or guests of the University when they are on official University of Nebraska business. Including special use programs sponsored by the University of Nebraska –safe ride, after hours transport, Police transport, etc.
• University of Nebraska students traveling on official University business
  • Student trip insurance is required for all students traveling in university vehicles.
  • When university students will be traveling in University of Nebraska vehicles, applicable forms must be completed according to individual campus policies. Contact your campus risk management office for additional information.

Large Passenger Vans

University policy for use of passenger vans/buses, passenger vans and passenger buses with a seating capacity of 10 or greater can be found . Use or purchase of extended wheelbase or extended length 15 passenger vans is not permitted.

Use of Personal Vehicles

Any individual who drives his or her personal vehicle to a University activity or on University business is responsible for the safety of himself/herself as well as all passengers. Driver needs to be a University authorized driver to drive on University business. The University bears no responsibility and is not liable for the operation or operating condition of personal vehicles and expects such drivers to comply with state law requirements regarding insurance coverage and to carry appropriate automobile liability insurance. All costs, including fuel, maintenance, or damage, which may occur while on University business is the responsibility of the owner of the personal vehicle. The authorized driver policy applies to any individual driving on official University business. 

University travelers are expected to select reasonably priced lodging accommodations when on official business and will be requested to justify charges that appear to be excessive.

Lodging can be booked through the Concur booking tool using the university paid credit card or other booking sources. Note: if using a personal credit card, the traveler will not be reimbursed until after the travel has occurred.

Automobile or motorcycle mileage rate effective July 1, 2022 is $ 0.34/mile. 

Personal Vehicle Mileage

A traveler will be reimbursed for use of a personal vehicle (including vans, pickups, panel trucks and motorcycles) while on University business (excluding Commuting miles) at the standard mileage rate established by the University of Nebraska for the actual miles driven on University business.

Fuel receipts will not be accepted for personal vehicle travel reimbursement. Documentation of the traveler’s direct route will need to be submitted through Concur. All additional business mileage that is in excess of the direct route of travel must be submitted with a detailed mileage log. It is preferred this log is created using the Mileage Calculator function within the mileage expense type when creating an expense report.

When air travel is considered to be the most economical means of travel, a traveler is expected to use commercial (not private) airlines, unless another method of travel is clearly shown to be more economical and meets the mutual, reasonable needs of the university and the traveler.

Tickets can be purchased through the Concur booking tool and by contacting Fox World Travel.

Refer to the University of Nebraska Travel Policy for further details on purchasing airfare.

Enterprise Rent-A-Car provides the rental of cars, minivans or trucks. Arrangements can be through the Concur booking tool or if needed, onsite at an Enterprise location.

• Contact campus travel training and support for additional policies and procedures that may be required.
• Enterprise car  for the University of Nebraska. *Note: this document is located in SAPPHIRE, which is only accessible through single sign-on with the URL above or from within Firefly.

Auto Insurance on Rental Cars - Determining What Coverage to Purchase

When renting cars from National or Enterprise Rent-a-Car, decline all insurance offerings. Use the following to determine what coverage to purchase for all other rental companies.

*SLP: Supplemental Liability Protection
**CDW: Collision Damage Waiver

Personal accident insurance and personal effects protection insurance are never reimbursable.

Every University Fleet management vehicle is assigned a specific Voyager fuel credit card. The card is unique to each vehicle and must remain with the assigned vehicle. The credit card may be used only for purchases for the vehicle to which the card is assigned.

Note: if for some reason the Voyager Card does not work, use a personal credit card/cash and seek reimbursement with a comment indicating there was an issue with the Voyager Card.

For additional information, contact campus Fleet Management.